FuelHawk LLC ("FuelHawk", "we", "us") builds fuel-stop planning software for trucking fleets. This policy explains what personal information we handle when you visit our website, create an account, receive our text messages, or run trucks on the FuelHawk service, and what you can do about it.
1. Who we are
FuelHawk LLC is a limited liability company organised under the laws of Wyoming, with its principal place of business at 30 N Gould St, Ste N, Sheridan, WY 82801. For questions about this policy, write to contact@fuelhawk.io.
When a fleet subscribes to FuelHawk, that fleet is the controller of its drivers' data and we act as its processor. When you visit our website or contact our sales team, we are the controller of that information ourselves.
2. What we collect
| Category | Examples |
|---|---|
| Account information | Name, work email, phone number, company name, role, billing contact. |
| Fleet and vehicle data | Unit numbers, tank capacity, fuel economy, cost per mile. |
| Route and location data | Origin and destination, planned lanes, GPS position reported by your telematics or the driver app, odometer and state-line crossings. |
| Fuel transaction data | Purchase date and location, gallons and price per gallon. |
| Driver identifiers | Driver name or code, assigned unit, and any identifier your telematics provider sends us. |
| Mobile and messaging data | Driver mobile number, the text messages exchanged with our program, the opt-in and opt-out record for that number, and carrier delivery metadata. |
| Payment information | Billing address and the last four digits of a card. Full card numbers are handled by our payment processor and never stored on our systems. |
| Device and usage data | IP address, browser and operating system, pages viewed, features used, timestamps, crash reports. |
| Support and sales records | Messages you send us, demo requests, call notes. |
We do not intentionally collect sensitive personal information such as health data, biometrics or government identification numbers, and we ask that you not send it to us.
3. Where it comes from
- Directly from you, when you fill in a form, create an account, text our messaging program or talk to our team.
- From your fleet's administrator, who sets up drivers and vehicles on the account.
- From telematics, ELD and fuel card providers you connect to FuelHawk.
- From the FuelHawk driver app, when a driver is signed in and on duty.
- From commercial fuel-price data providers and truck stop networks, which supply pricing rather than personal information.
4. How we use it
- To build and deliver fuel plans, including comparing prices across stops on the route.
- To send those fuel plans to drivers by text message, and to process HELP and STOP replies.
- To reconcile fuel purchases against plans and produce spend reports and exports.
- To operate accounts, authenticate users and provide support.
- To bill subscriptions and collect payment.
- To keep the service secure, investigate misuse and prevent fraud.
- To improve routing and pricing models. Where we use fleet data for this, it is aggregated or de-identified so that individual drivers and fleets are not identifiable.
- To send service notices, and marketing emails you can unsubscribe from at any time.
- To meet legal, tax and audit obligations.
5. When we share it
We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do disclose it to:
- Your own fleet. Dispatchers and administrators on your account can see route, stop and purchase data for the drivers they manage.
- Service providers who work on our behalf under contract: cloud hosting, payment processing, error monitoring, email delivery, customer support tooling.
- Fuel networks and card issuers, where a transaction has to be validated.
- Professional advisers such as auditors and lawyers, under duties of confidentiality.
- Authorities, where we are required by law, subpoena or court order, or where necessary to protect rights and safety.
- A buyer or successor, if FuelHawk is involved in a merger, acquisition or sale of assets. We will give notice before your information becomes subject to a different policy.
All of the categories above exclude text messaging originator opt-in data and consent. Mobile information and messaging consent are never shared, sold or otherwise provided to third parties or affiliates for marketing or promotional purposes. See section 6.
6. Text messages (SMS)
FuelHawk operates a text messaging program that sends fuel-plan and operational messages to drivers and fleet contacts. Drivers opt in by texting START to our program number, +1 (307) 218-2725. We never send a message to a number that has not texted in first, and consent to receive texts is not a condition of purchasing any product or service.
For this program we collect and process the driver's mobile number, the content of messages exchanged, the opt-in and opt-out record for that number, and carrier delivery metadata. We use this information only to deliver fuel plans, to answer HELP requests, to honour STOP requests, and to keep the delivery and consent records that carriers and the law require.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the categories of sharing described in section 5 exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Mobile numbers and consent data are disclosed only to the mobile carriers and the messaging platform provider that deliver the messages on our behalf, solely for that purpose.
Message frequency varies with how often a driver triggers the system on the road, and averages approximately 5 to 7 messages per week. Message and data rates may apply, depending on your mobile plan and carrier. Reply STOP to any message to cancel, or HELP for help. Full terms are set out in our SMS Terms and Conditions.
7. Location and telematics
Fuel planning depends on knowing where a truck is and where it is going. When a fleet connects telematics or a driver uses our app on duty, we receive vehicle position data. This is commercial vehicle tracking used for route and fuel planning; it is made available to the fleet that employs the driver, and to us only to run the service.
Fleet administrators control which vehicles are connected and can disconnect a source at any time. Drivers with questions about how their employer uses this data should raise them with their fleet in the first instance, and we will support the fleet in answering.
8. How long we keep it
We keep account information for as long as the account is active. Route, plan and fuel transaction records are retained for as long as the account is active so that fleets have a record of what was planned and what was bought. Mobile numbers and opt-in records are kept for as long as the number is subscribed, and opt-out records are kept afterwards so that we can continue to honour the opt-out. Billing records are kept for as long as tax law requires. Support messages are kept for 12 months. After that, records are deleted or de-identified.
9. Security
We encrypt data in transit and at rest, restrict internal access on a need-to-know basis, require multi-factor authentication for administrative systems, log access, and test our systems regularly. No system is perfectly secure, so we cannot promise absolute safety. If a breach affects your information, we will notify you and the relevant regulator as the law requires.
10. Your choices and rights
Depending on where you live, you may be able to:
- Ask what personal information we hold about you and get a copy.
- Correct information that is wrong or incomplete.
- Ask us to delete information, subject to records we must keep by law.
- Object to or restrict certain processing.
- Withdraw consent where we relied on it, including by replying STOP to our text messages.
- Ask us not to sell or share your information. We do not do either.
- Lodge a complaint with your data protection authority.
Send requests to contact@fuelhawk.io. We will verify your identity before acting and respond within the time the applicable law allows, ordinarily 30 to 45 days. We will not treat you differently for exercising a right. If your data sits inside a fleet's account, we will pass the request to that fleet and help them fulfil it.
11. US state privacy rights
Residents of California, Colorado, Connecticut, Virginia, Utah and other states with comprehensive privacy laws have the rights described above, including the right to appeal a refused request. To appeal, reply to our decision with the word "appeal" and we will review it and explain the outcome in writing. California residents may also designate an authorised agent to make a request on their behalf.
12. Cookies
Our website uses cookies that are strictly necessary to keep you signed in and secure, plus analytics cookies that tell us which pages are useful. You can block or delete cookies at any time through your browser settings; blocking the strictly necessary ones may stop parts of the product working. Neither our website nor the product runs advertising trackers, and we do not use cookies for cross-context behavioural advertising.
13. Children
FuelHawk is a commercial product for licensed operators and is not directed at anyone under 18. We do not knowingly collect information from children. If you believe a child has given us information, contact us and we will delete it.
14. Changes to this policy
We update this policy when the service or the law changes. The date at the top always shows the current version. If a change materially affects how we handle your information, we will email account administrators and post a notice in the product at least 14 days before it takes effect.
15. Contact us
FuelHawk LLC
30 N Gould St, Ste N
Sheridan, WY 82801
contact@fuelhawk.io